Manage inbound shipments and receiving

Efficiently track incoming goods from suppliers—monitor shipment status, record expected arrivals, and receive inventory into your warehouses—using the CGIC App.

Overview

What it does:

• Tracks supplier shipments tied to Purchase Orders (POs)

• Provides a centralized “Inbound Shipments” view with expected delivery dates and statuses

• Enables you to record Goods Receipt (Purchase Receipt) when stock physically arrives

• Automates inventory updates, batch/serial number assignment, and accounting postings

Prerequisites

• Suppliers and Items exist under Buying > Supplier and Stock > Item

• Warehouses are defined under Stock > Warehouse

• Purchase Orders (POs) have been created and submitted for the incoming stock

1.0 Create and Submit a Purchase Order

1. Navigate to Buying > Purchase Order > New.

2. Populate header details:

   • Supplier

   • Order Date (defaults to today)

   • Required By (expected delivery date)

   • Company

3. In the Items table, add each item code, quantity, UOM, and target warehouse.

4. Click Save, then Submit.

5. Note the PO Number—you’ll use it to track shipments.

Ensure each item’s Target Warehouse is where you plan to receive the goods, so inventory is updated correctly upon receipt.

1.1 Monitor Inbound Shipment Status

1. Go to Buying > Purchase Order > Purchase Order List.

2. Filter by Status = “Submitted” or “To Receive and Bill”.

3. Click a PO Number to open the PO form.

4. In the PO, locate the Schedule or Delivery Timeline section (if your setup includes shipment milestones).

5. Update shipment progress as follows:

   • “Shipment Created”: When supplier books the order for dispatch.

   • “In Transit”: When goods are confirmed shipped (enter carrier and tracking details in Comments or Additional Info).

   • “Arrived at Port/Warehouse”: When goods reach your receiving dock—update the Expected Receipt Date if it has changed.

Use the Comments section or a custom field (e.g., Tracking No.) to log carrier and tracking links for transparency.

1.2 Prepare for Receiving

1. Under Stock > Reports > Stock Balance, run a quick report for the PO’s items to verify current on-hand vs. ordered.

2. Check the Warehouse Expected Arrivals view (custom report or dashboard widget) to see all incoming POs with due dates.

3. Notify your warehouse or store team of the expected delivery date so they can allocate space and manpower for unloading.

Pin a dashboard widget—“Inbound Shipments This Week”—to your home screen for daily visibility.

1.3 Record Goods Receipt via Purchase Receipt

Once goods physically arrive, follow these steps:

1. Open the original Purchase Order (Buying > Purchase Order > PO List).

2. Click Create > Purchase Receipt in the PO toolbar.

3. The Purchase Receipt form opens, pre-filled with PO header and item lines.

4. In the Items table, verify or adjust:

   • Qty Received: Actual quantity delivered (may be partial or over/under PO quantity)

   • Target Warehouse: Should match where stock will be stored

   • Batch No. / Serial No.: If your Item is batch- or serial-tracked, click Add Batch or scan serials to allocate received units.

   • UOM and Rate: Verify costs; adjust if there are discrepancies in price or packaging.

5. (Optional) Attach any Inspection Certificates, Packing Lists, or Delivery Notes under the Attachments section.

6. Click Save to draft the receipt. Review the computed Total Received Value.

7. When satisfied, click Submit to finalize:

   • Stock levels in the specified warehouse are updated immediately

   • A Stock Ledger Entry is recorded for each item (increase in-stock)

   • An Accounting Entry moves value into inventory (debit) and records a provisional liability if not yet invoiced

Once submitted, the Purchase Receipt cannot be edited. Use Cancel & Amend if you discover errors (e.g., wrong quantity or warehouse).

1.4 Handle Partial or Over-Deliveries

• Partial Receipt:

  1. On the Purchase Receipt form, enter the actual received quantity (less than PO).

  2. The remaining quantity stays open on the PO. The PO status changes to “To Receive and Bill” until fully received.

  3. Create additional Purchase Receipts as subsequent shipments arrive.

• Over-Delivery:

  1. If the supplier delivers more than ordered, change Qty Received to the higher count.

  2. The system flags the PO as “Excess Received”.

  3. Discuss with the supplier whether to accept overage (update PO accordingly) or return the surplus.

  4. If returning, create a Stock Entry > Material Issue to send the excess back and adjust inventory.